AmeriCorps Volunteer Programs Volunteer Program Needs & Purpose Worksheet Partner Site Name: Member Name: Defining a community NEED and planning appropriate, PURPOSEFUL volunteer opportunities is a key first step in laying the groundwork for a successful volunteer program. Use this worksheet to identify the needs you will address and the goals of the volunteer program. 1) DEFINE THE NEED. What are the community needs? The needs of your organization s clients? 2) CREATE BIG-PICTURE GOALS to address the need listed above. What will volunteers accomplish? How will the community and clients benefit? 3) WRITE A PURPOSE STATEMENT. What is the vision for the program? This should be a short way of communicating what the volunteers will ultimately accomplish through their service.
4) PLAN INPUTS AND OUTPUTS: INPUTS = What will volunteers DO with their time and talents to help meet the goals? OUTPUTS = What will volunteers accomplish as a result of their tasks/inputs? EX 1 INPUTS (volunteer tasks/roles) Volunteers will deliver packed boxes of food to 20 low-income families. OUTPUTS (what will be accomplished) 20 low-income families will receive food. 2 3 4 5) ENVISION THE OUTCOME. Based on the outputs or accomplishments of volunteers, what do you expect the CHANGE or RESULT will be? (For example: in the food distribution example above, a possible outcome could be that the 20 low-income families served are prevented from hunger, enjoy balanced diets, or have enough provision not to have to go into debt all depending on the mission and WHY you re doing 6) DOUBLE CHECK: Does the expected OUTCOME of volunteer activity align with the PURPOSE and GOALS of the volunteer program? Will your volunteers actually be addressing the NEED identified?
VOLUNTEER MANAGEMENT CYCLE Identify needs and purpose of volunteer effort Program evaluation and assessment Planning: policies, procedures, logistics, roles Evaluation and recognition of volunteers Recruitment and Selection Place, support, and supervise volunteers Adapted from the University of Texas Volunteer Management Program Cycle, Rehnborg
The Pillars of Volunteer Infrastructure Provide the structure needed to sustain a volunteer management program over time. Organizational Structure
The Pillars of Volunteer Infrastructure Provide the structure needed to sustain a volunteer management program over time. 1. The organizational structure supports volunteer involvement. 2. Allocated resources appropriately support the volunteer program, including fiscal, space, training, and supervision resources. 3. Community/outside partnerships regularly support volunteer efforts. 4. Recruitment & outreach strategy effectively fills identified volunteer needs. 5. Volunteer program policies utilize equitable best-practices to address volunteer performance, behavior, risk, and other human resourcerelated topics. 6. Fully developed volunteer roles meet real service needs and needs of volunteers. 7. Volunteer screening processes ensure volunteers are matched with appropriate roles. 8. Complete volunteer training plan gives volunteers the tools they need to serve effectively. 9. Staff and volunteer leaders are given clear roles in volunteer supervision and are provided with appropriate training in volunteer management. 10. Effective working/team relationships are developed between volunteers and staff. 11. Recognition and retention strategies keep volunteers engaged over time. 12. A system is developed to receive, analyze, and incorporate volunteer feedback. 13. Accurate tracking and recording systems provide up to date records of volunteer involvement.
CalSERVES AmeriCorps Volunteer Capacity Assessment PURPOSE The Volunteer Capacity Assessment (VCA) measures the level of volunteer program infrastructure present at a service organization. This tool is designed for use by nonprofit, government, and education agencies. The VCA measures best practices of volunteer infrastructure through 47 indicators. The best practices of volunteer management measured by this assessment fall in these categories: 1. Organizational structure 2. Allocated resources for volunteers 3. Outside partnerships 4. Recruitment & outreach strategy 5. Program policies 6. Fully developed volunteer roles 7. Screening procedures 8. Training 9. Supervision 10. Relationships between volunteers & staff 11. Recognition and retention strategies 12. Volunteer feedback structures 13. Tracking and recording systems INSTRUCTIONS WHO COMPLETES THE VCA: The VCA should be completed by the individual or team responsible for leading the volunteer program. Collaboration among staff or volunteer teams is encouraged. VCA STRUCTURE: The VCA consists of 47 indicators of volunteer capacity. Respondents mark whether or not these indicators are in place at the agency. The indicators are broken into three linear levels of program development. Level 1 represents indicators indicative of early program development. Levels 2 and 3 include indicators that generally represent progressively more advanced program capacity. HOW TO FILL OUT THE VCA: Mark Yes, Somewhat, or No for each indicator listed. Please mark only one answer per question in the column that corresponds with the assessment period. Mark Yes for indicators that have been completed/are in place at the organization. Mark Somewhat for indicators that are in the process of being completed or put in place at the organization. Mark No for indicators that are not in place at the organization. WHEN TO COMPLETE THE VCA: CalSERVES recommends that agencies complete the VCA 3 times per year to measure progress made over time. There are designated spaces on the form for pre, mid, and post assessments. For each assessment period, use the indicated columns. HOW TO USE THE COMPLETED VCA: Note the indicators marked No or Somewhat. Determine which of these indicators would be most helpful in strengthening your volunteer program, and begin working towards a Yes. Assessment Period: Baseline/Pre Mid Post Agency Name: Assessment Completed By: Date:
LEVEL 1 Volunteer Plan Development Level 1 indicators reflect basic volunteer utilization, address values for volunteer involvement and address the need for procedures for managing volunteers. Indicator Achieved (Yes/Somewhat//No) Baseline Mid Final 1a 1b 1c 1d 1e priority. There is a plan in place to dedicate appropriate resources (e.g., s volunteer program. A recruitment plan for volunteers has been created, including marketing to community organizations (e.g., outside organizations, businesses, service clubs) and diverse populations. (e.g., outside organizations, businesses, service clubs). 1f 1g 1h 1i 1j 1k 1l to volunteers have been developed. A volunteer waiver form that addresses potential risks is signed by all volunteers. Needs for volunteer roles throughout the organization have been leaders. Volunteer position descriptions that include performance goals or expectations have been developed. A volunteer application form and application process is in place (e.g., system for distributing, collecting, and reviewing applications and conducting interviews as appropriate). An interviewing and screening process, including appropriate criminal and/or motor vehicle background checks when applicable, has been developed and implemented. Volunteer orientation trainings and materials have been created and implemented (e.g., handbook, emergency procedures plan, etc.) 1m 1n 1o 1p A volunteer retention and recognition plan that includes formal (e.g., celebration, gifts) and informal (e.g., organizational culture of appreciation) recognition has been developed. A system to receive volunteer feedback has been developed. Volunteer tracking mechanisms (e.g., tracking of volunteer hours, tasks accomplished, etc.) are in place.
LEVEL 2 Volunteer Plan Implementation Organizations that have achieved indicators on Level 2 reflect comfort and confidence from staff in supervising and utilizing volunteers effectively. Level 2 organizations have begun to put into practice the plans made in Level 1. 2a Indicator A purpose statement has been developed for the organization s volunteer program. Achieved (Yes/Somewhat//No) Baseline Mid Final 2b 2c 2d 2e 2f 2g 2h 2i 2j 2k 2l 2m 2n 2o 2p allocated for a volunteer management program. A plan has been created to incorporate community organizations (e.g., outside organizations, businesses, service clubs) in regular volunteer activities. Strategies to develop potential partnerships with community organizations (e.g., outside organizations, businesses, service clubs) A volunteer recruitment plan has been implemented. All volunteers and staff have been trained in appropriate human volunteers. Diverse volunteer roles that include a wide range of abilities, ages, and interests have been established. Volunteer roles have been documented and communicated to appropriate staff. A system to provide feedback and evaluation on the work of individual volunteers has been developed. A responsive communications process is in place so volunteers are contacted within a reasonable time after they apply. An ongoing volunteer training plan and materials have been developed. Volunteer supervision responsibilities are included in staff and higher-level volunteer position descriptions (e.g., providing support, opportunities for communication, accountability). Strategies (e.g., events) are in place to build relationships between staff and volunteers. A system is implemented for volunteers to receive formal (e.g., celebration, gifts) and informal (e.g., organizational culture of appreciation) recognition of their contributions. A system to receive volunteer feedback has been implemented. Volunteer tracking mechanisms are maintained and checked for accuracy on a regular basis.
LEVEL 3 Volunteer Plan Sustainability Organizations that have achieved indicators on Level 3 utilize volunteers alongside staff to achieve the mission. Though ongoing program operation is always needed, Level 3 organizations have the infrastructure to sustain the volunteer program. 3a Indicator A plan for integrating volunteers into the organizational structure at multiple levels has been developed. Achieved (Yes/Somewhat//No) Baseline Mid Final 3b 3c 3d 3e 3f 3g 3h 3i 3j 3k 3l 3m 3n 3o volunteers (e.g., staff time, recruitment, training, supplies, space, recognition, etc.) At least two community organizations (e.g., outside organizations, businesses, service clubs) have been approached in efforts to build partnerships for volunteer roles in the organization. Recruitment efforts are regularly evaluated for their effectiveness and adjustments are made to strategies accordingly. The organization has a plan to ensure that volunteers represent the diversity within the community, including a system for recruiting and meeting needs of diverse groups. Volunteer supervisors are held accountable for ensuring that their volunteers are complying with applicable human resources and risk management policies. The organization conducts an annual review and update of all volunteer position descriptions. A system to provide feedback and evaluation on the work of individual volunteers has been implemented. Volunteers are matched with appropriate positions based on their abilities, interests, and level of commitment. Ongoing training plan and materials have been implemented. Staff and volunteer leaders are trained in volunteer management best practices that include varied approaches appropriate for diverse individuals and groups. addressed by organization administration. The organization s volunteer retention rate (e.g., number of volunteers that completed their original commitment to the organization) is tracked, recorded, and analyzed. There is a process in place to analyze volunteer feedback and to make adjustments to the program. An evaluation plan has been developed to utilize the data obtained using the volunteer tracking mechanisms.
Volunteer Program Sustainability Action Plan Organization: Project Timeline: Project Leader: Project Team Members: Vision/ Overarching Goal: Goal (volunteer capacity indicator) & Action Steps Responsible Person(s): Start Date: Due Date: Measure of Success: Resources Required:
Goal (volunteer capacity indicator) & Action Steps Responsible Person(s): Start Date: Due Date: Measure of Success: Resources Required: